Proposal Submission - Contracts and Subcontracts
Besides grants, faculty and staff may also submit proposals for contractual arrangements for external funding. Additionally, proposals may include subcontracts to other institutions.
Contracts and Subcontracts
A contract is a legally binding document that serves as a procurement mechanism to acquire property or services for direct benefit or use of the sponsor. The idea originates with the sponsor. Contracts entail specific obligations, and define specific details of the legal relationship between both the funding agency/sponsor and recipient. Contracts are a more restrictive mechanism for securing services than grants and may specify penalties for non-performance. Contracts may be awarded for research, assessment, specific work performance, instruction, training, and/or similar activities.
At Appalachian, we both receive and issue subcontracts. If you are planning to work on a project where another institution is the lead institution, you will need to work with the Office of Research and Sponsored Programs (ORSP) to develop a scope of work and budget to submit to the lead institution and its sponsored programs office.
If you have a grant that includes subcontracts to other institutions or agencies, you also need to work with ORSP to develop the expectations you have of the sub-recipients. The sponsored programs office of the sub-awardee should submit a letter of support and budget to Appalachian’s ORSP. Our office will issue the subcontract if the proposal is awarded.
You can begin drafting the language that should be included in a subcontract, personal services contract or letter of agreement using the Contract Templates on our forms page. When you have the template completed, contact the Office of Sponsored Programs to finalize the contract language and execute the agreement.
Only the Chief Research Officer or her designee, the Director of Sponsored Programs, has the authority to sign contracts or subcontracts on behalf of the University.
Contract Negotiation and Approval
The ORSP reviews all contracts and subcontracts to determine if the terms and conditions are acceptable. If you are awarded a contract, the Grants and Contracts Specialist will strike any clauses or language that are problematic or unacceptable to the University and return it to the sponsor or prime recipient. The other party will then review and either accept or decline our requests. Negotiating contracts can be time-consuming and generally will take at least 5 to 10 working days at a minimum to complete. Depending on the type of contract or the scope of work, the University Attorney’s office may be asked to review and negotiate the contract on behalf of this office.
>> Return to the Research and Sponsored Programs main page.
>> Return to the Budget Development and Guidance – Creating a Budget - Checklist page.
>> Return to the main Proposal Submission page.
>> Return to the Proposal Submission - General Procedures page.
